1

Welcome to this Seminar for Board Members

2

Board Members and Staff – Sharing of Responsibilities

Voluntary Organisations and Volunteers

Responsibilities and Functions of the Board

Board Members in General

Meetings

The Chairperson

3

Board Members and Staff – Sharing of Responsibilities, cont.

The Secretary

The Treasurer

Successful Board Meetings

Role of Staff

Board – Staff Relations

Meeting Procedures

4

Voluntary Organisations

General

Common Features

Differences

Problems

Volunteers

5

Exercise

Draw up a list of five Core Values you can agree on for your YMCA

6

Success Factors Clear Values

Sense of Vision

Agreed Roles

Listening

7

Success Factors, cont.

Evaluating

Planning

Confidence

Enthusiasm

8

ВопросQuestions

How would you describe the Mission of your YMCA?

As an animal – for example, a lion that controls all others

As a plant – for example, an old tree that needs cut

As a mineral – for example, iron that never changes

9

Board – Staff Cooperation Not only one Model

Voluntary Organisations

“CEO” Organisations

The Strategic Board

Clear Roles

10

Board Responsibilities

Representative Functionaries

Personal Responsibility

Financial Guarantee

Laws and Regulations

11

Functions of the Board Formulate Goals

Formulate Policies

Employ Staff

Develop Financial Resources

Monitor Budgets

Perform Legal Responsibilities

12

Board Member’s Responsibilities

General

Planning and Policy Decisions

Finances

Implementation of Decisions

Various Responsibilities and Expectations

13

Board Members Qualifications

Enthusiasm

Interest in People

Willingness to give Time

Special Skills

14

Board Members Qualifications, cont.

Ability to take Decisions

Courage to state One’s View

Willingness to accept Decisions

15

Successful Board Members

Attend Meetings

Be prepared

Know your Organisation

Don’t work for your Own Interest

16

Different kind of Board Members

Wheel-barrows

Kittens

Footballs

Trailers

Lights

The North Star

17

Questions

Why did you come to YMCA?

What excites you about the work of YMCA?

What disappoints you about the work of YMCA?

18

The Chairperson – General

Ideology

Organisation

Relationship with Members

Representation

Leadership at Meetings

19

A Good Chairperson

Shows Respect

Make Space for All

Summarises

Consensus

20

Board Involvement

Reactions

Long Speeches

Questions

21

Board Involvement, cont.

Complex Points

Summarise

The Last Word

Approval / Disapproval

22

СекретарьThe Secretary

Preparing Meetings

Recording of minutes and actions

Filing Documents

23

The Treasurer – General

Knowledge of Economics

Economic Planning

Supervision

Economic Proposals

24

The Role of the Treasurer

Financial Planning

Reporting

Financial Documents

Filing

25

The Role of the Treasurer, cont.

Administering Assets

Contact with Auditors

Supervise Financial Staff

26

The Role of the Staff

Executive Staff

Support Staff

27

Questions

You are a Board Member and you hear that one Staff Member is unhappy in his/her job.

How would you propose to deal with this?

28

Questions

A Staff Member has approached you as a Board Member about the Secretary General and has made some criticism about his/her management style.

What are the potential problems here?

How would you deal with them?

29

Meetings

Annual Meetings ➾ Membership Meetings Board Meetings ➾

30

Agenda for Annual Meetings

Opening

Voting Proxies

Electorial Register

Chair and Secretary

Substitutes for those

Checking Minutes

Vote Counters

The Summons

Activity Report

31

Agenda for Annual Meetings, cont.

Financial Report

Auditors Report

Discharge of the Board Election of President

Election of Vice President

Election of Board

Election of Substitutes

Election of Auditors

32

Agenda for Annual Meetings, cont.

Election of Substitutes

Elections Committee

Activity Plan

Budget

Fees

Proposals from the Board

Proposals from Members

Any Other Business

Closing

33

Procedures for Board Meetings

Before

Summons

Agenda

Documentation

34

Procedures for Board Meetings, cont.

During

Minutes

Assist the Chairperson

Meeting Techniques

35

Procedures for Board Meetings, cont.

After

Approval of Minutes Action List Information Realisation of Resolutions Follow-up

36

Decision Making

Decision Making Procedures

Majority Rules